Key technologies driving workplace productivity
Technology can be a cornerstone of any strategy to improve workplace productivity and performance. An organisation that implements technology strategically and effectively can profit from a wide range of benefits and advantages. These include improved efficiency, collaboration, and decision-making.
Communication and collaboration tools
Modern workplace communication platforms have transformed how teams interact. For large, international organisations, these platforms can break down barriers and enable seamless sharing of ideas and documents. Tools like Slack, Asana, Microsoft Teams, and Zoom facilitate real-time messaging, video conferencing, and file sharing. These tools can significantly reduce email overload.
Communication and collaboration platforms also act as centralised workspaces where conversations documents, and projects remain accessible and searchable, eliminating information silos. Advanced features like integration with workplace tools and automated workflows can streamline the collaborative process and make project management a breeze. Many collaborative tools like Notion have their own AI assistants, where you can freely search your whole workspace and surface information quickly. Even HR systems, like PeopleXD Evo, have AI assistants (Copilot in this case), which can handle routine tasks and answer many of your employee’s queries.
AI
Artificial intelligence represents perhaps the most transformative technology reshaping workplace productivity. AI-powered solutions automate routine tasks, enabling employees to focus on higher-value activities requiring creativity, critical thinking, and human judgment.
We will touch on AI best practices later on in this article but the functions it can support are extremely diverse:
- Content creation and editing through generative AI tools
- Customer service via intelligent chatbots handling routine inquiries
- Data analysis through pattern recognition and predictive insights
- Meeting efficiency with automated transcription and action item extraction
- Email management by prioritising and categorising messages
HR systems like PeopleXD Evo are end-to-end AI enabled so you are able to search and surface data whenever you need it and make informed decisions from there. AI is affecting all industries including HR; to learn more on how, read our blog ‘How AI is Transforming HR Tech’.
By augmenting human capabilities rather than replacing them, AI allows employees to accomplish more meaningful work. It can also help to alleviate the tedium of repetitive tasks, shifting focus to more creative output and impacting employee motivation and engagement.
Cloud computing
Cloud infrastructure has fundamentally changed how businesses store, access, and process information. By eliminating physical hardware and on-premises solutions, cloud computing enables flexibility and scalability in workplace operations.
Cloud computing facilitates the following:
- Seamless remote work capabilities with secure access to company resources
- Real-time document collaboration allowing multiple contributors simultaneously
- Automatic software updates and maintenance without disruption
- Cost reduction through subscription-based models
- Enhanced security protocols and recovery options
Cloud computing can give your teams the freedom to work anywhere and do the best work of their life.
Productivity tracking and analytics tools
A data-driven approach to productivity can help an organisation to identify where they can optimise performance. With advanced analytics in place, an organisation has visibility over workflow patterns and resource patterns. Some analytics tools can also highlight bottlenecks.
Productivity tools offer the following functions:
- Time tracking and project management insights
- Performance dashboards that help visualise key metrics
- Workflow analysis that can inform optimisations
- Resource allocation recommendations
- Employee engagement and wellbeing indicators
Employee engagement and wellbeing in particular is surfaced by powerful People Analytics in a system like PeopleXD Evo. These analytics track annual leave, engagement with benefits, and a whole host of other metrics that can formulate a picture of how each employee is performing. To learn more about performance tracking and how it feeds into a feedback culture, read our ‘How can a continuous feedback culture transform performance?’ blog. These tools also help identify opportunities for improvement while fostering accountability and transparency across teams.
Measuring impact: how does technology increase productivity in the workplace
To determine the impact of implementing technology in the workplace, it is important to establish some baseline metrics for your business prior to introduction. You can look at output metrics like revenue generated or efficiency metrics like resource utilisation. However, it’s also crucial to consider employee experience metrics. With a higher level of motivation, engagement and satisfaction, you can lower burnout which will have a direct impact on your efficiency and output metrics. For examples of how to motivate and engage employees with benefits, read our blog on ‘How to drive employee motivation, engagement and retention with flexible benefits’.
Measurable productivity gains
When considering how technology can be used to improve workplace productivity, it’s beneficial to consider the quantifiable outcomes. Implementing technology in the workplace could lead to meaningful time savings, freeing up time for team members. Technology like AI assistants can automate many repetitive tasks. Collaborative tools can have an impact on the speed of project completion as all tasks are visible in one workplace and are tracked much more efficiently. PwC's 2024 Global AI Jobs Barometer indicates that sectors with greater exposure to AI are experiencing an almost fivefold increase in the rate of productivity growth globally compared to less exposed sectors. In the UK, this uptick in productivity in AI-exposed sectors (like financial services, IT, and professional services) is slightly above the global average. PwC also estimates that AI could increase employee productivity by 40% generally.
Depending on your ecosystem, you may also implement integrated systems, like an all-in-one HR system. With every function under one system, your HR teams will have more time to focus on the people in your organisation.
The ROI of implementing technology in the workplace
The return on investment can be measured in hours, pounds, or any other metric that best suits your organisation. Every barrier removed through better communication tools and every data-driven decision made with analytics software can directly contribute to your bottom line. Employee data can be harder to quantify in terms of ROI but as a general rule, a more productive and less frustrated workforce is generally happier. Reduced turnover leads to significant savings in recruitment and training costs.
Implementation and training
Consider how your implementation approach affects productivity outcomes by focusing on three key factors: thoughtful change management that addresses human elements rather than just technical aspects; comprehensive training that promotes faster proficiency; and selecting solutions that integrate seamlessly with existing workflows while addressing specific pain points identified by the end-users themselves.
Avoiding pitfalls
As with any changes, there will be pitfalls, and these can significantly impact productivity. When implementing new technology in the workplace, consider whether the new tools will genuinely simplify work, and not add to the overload of tools employees may have at their disposal. Timely and detailed training on new systems can also have a beneficial effect. Lastly, getting feedback from your end users will help you understand whether the new technologies are having the desired effect.
Using technology like AI safely to increase productivity
AI has revolutionised productivity across industries. Organisations might consider thoughtful implementation approaches to balance innovation with appropriate safeguards.
Best practices
- Consider establishing governance frameworks and guidelines for AI use
- Data security, encryption and access controls can protect sensitive information
- Regularly verify AI-output for accuracy to maintain organisational values
- Document decision-making for transparency
- Regularly review output for bias
- Stay informed on current advancements and regulations surrounding AI
If you’re looking for AI-enabled systems for your organisation, particularly for your HR, read our blog on the ‘Pros and Cons of AI in HR’.
Training and adoption
Effective AI training could involve tiered programmes tailored to different roles, highlighting practical applications that address real challenges. Identifying AI champions can provide valuable internal support, while thoughtfully addressing concerns about job security and workflow changes can ease the transition. Ongoing support through accessible resources and feedback mechanisms, coupled with measuring effectiveness, can help refine training approaches and ensure successful integration. Continuous training can help to address the AI skills gap in UK organisations; you can read more on this in our blog ‘The AI Skills Gap in the UK: Challenges and Opportunities.’
Integration
When integrating AI, it's advisable to start with appropriate applications that offer opportunities to increase productivity and manageable risk. Testing in controlled environments can provide valuable insights before full deployment. Aim to work with existing processes to ease adoption and ensure compatibility with your current infrastructure. A gradual, phased rollout often works best, and establishing clear feedback mechanisms will drive continuous improvement.
HR technology that can improve productivity in the workplace
HR teams can often be swamped with requests, particularly in a large organisation. Processing these requests manually is a significant barrier to efficiency. With an end-to-end AI-enabled system like PeopleXD Evo, those barriers can be broken down. Copilot is PeopleXD Evo’s integrated AI assistant, available 24/7 to employees. Whether they need to see their holiday allowance or review their contract, Copilot can surface this information in the blink of an eye. As it is available at any time of day, requests don’t need to wait to be processed; employees can book holidays at any time, on their laptop or phone, saving your management and HR teams valuable time that can be dedicated elsewhere.
Technology: a barrier or enabler for improving employee engagement?
Nobody can work effectively if they’re forced to use outdated business software that doesn’t function well outside the office or has to look for documents stored in various places. Poor productivity can lead to long hours and burnout. In fact, over two-thirds of our survey respondents said their personal life often suffers because of work.
However, when technology meets employees’ needs, 64% of respondents said their productivity and performance soars. A further 62% said it gave them control over their schedule, and 62% said it sparked new ideas. From time management and video conferencing tools to industry and role-specific software, technology helps people to be smarter in everything they do. For more on the benefits of employee engagement, read our blog ‘The benefits of employee engagement and how to promote it in your organisation’.
